Contract Provisions
What is the cancellation policy?
Exhibitors shall have the right to cancel their Contract at any time by notifying the OVMA in writing. If the cancellation notice is received on or before (DATE TBA), the OVMA shall refund any rental payments already made by Exhibitor, less a 25% cancellation fee. In the event the cancellation is received after this date, Exhibitor expressly waives any rights to a refund of any monies paid as of the date of cancellation. Under all circumstances, the OVMA retains the right to resell any booth space canceled by Exhibitor. Payments made to the OVMA are non-transferable.
Will on-site storage space be available?
The OVMA will provide limited general Exhibitor storage space on a first-come, first-serve basis. Use of this space is at the Exhibitor’s discretion. The OVMA is not responsible for any lost, stolen or damaged property or products.
Do we receive name badges in advance?
As part of Exhibitor’s online account, Exhibitor shall be able to pre-register booth staff either with completion of this Contract or at any time thereafter. All pre-registrations must be received no later than (DATE TBA).
Any booth staff registering on-site must provide company identification in the form of a company ID badge or a company business card.
10’ x 10’ booth spaces receive 5 badges at no charge; 20’ x 21’ booth spaces receive 30 badges at no charge; 30’ x 31’ booth spaces receive 50 badges at no charge.
Who can use Exhibitor name badges?
Exhibitor badges are ONLY for use by Exhibitor employees and employees of affiliated companies permitted to participate in Exhibitor’s booth. Additional badges for these employees or employees of affiliated companies are available for a fee of $20 per badge. Exhibitors may not provide badges to customers or other individuals not employed by the Exhibitor (or an affiliated company). Violation of this provision will result in the loss of all previously accrued exhibitor appreciation points used in making booth selection and the exhibitor agrees to pay a $500 penalty. Exhibitor name badges may not be used to attend CE sessions and no CE credit verification will be provided. Exhibitors may purchase Exhibit Hall Only passes for customers in advance for $20 each.
What are the payment terms to reserve a booth?
A deposit of 50% of Exhibitor’s booth space rental fee is due within 30 days of Exhibitor’s online selection of Exhibit Space. If such deposit is not received within the 30 days, the selected space shall automatically become available for reservation by another Exhibitor. All remaining booth space rental fees are due no later than (DATE TBA). Failure to pay the balance by the deadline shown on the Exhibitor Prospectus, will result in the release of booth space and loss of all fees paid. Full payment for booth space must be made at the time of online selection of space for those booth spaces reserved after this date.
What activities are permitted in my booth?
All activities of Exhibitor, including but not limited to, product demonstrations/presentations, literature distribution, and sales lead generation, shall take place only within the perimeter of Exhibitor’s space and shall not obstruct aisle ways or infringe upon the space or rights of other Exhibitors. Such regulations on activity shall apply to all employees of Exhibitor as well as employees of affiliated companies permitted to participate in Exhibitor’s booth.
In no event shall Exhibitor display literature in any location outside of Exhibitor’s space, unless otherwise approved by the OVMA. Balloons of any kind are prohibited on show floor.
Do I need permission for any booth activities?
Exhibitor shall be responsible for providing and paying for all materials and equipment necessary for Exhibitor to participate in the MVC. Exhibitor shall notify the OVMA if animals or entertainers will be a part of the Exhibitor’s booth. Additionally, Exhibitor shall be responsible for obtaining and paying for all music licensing fees associated with any music to be played in conjunction with Exhibitor’s booth. The OVMA reserves the right to limit the use of any music in the Exhibit Hall the OVMA determines is offensive or infringes upon the rights of other Exhibitors.
Do I need liability insurance?
Exhibitor shall obtain and maintain appropriate insurance to cover any liability which may arise pursuant to this Contract and the OVMA shall be named as an additional insured. All exhibiting companies must send a copy of their liability coverage to the OVMA prior to the Conference in order to set up booth space.
Who do I contact if I have any other questions about exhibiting?
Contact Exhibits Manager Cindi Rains by e-mail or phone at 800.662.6862.
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Pre-Conference Planning
How do I get an exhibitor prospectus?
If you did not receive a prospectus last year, you may sign up for our mailing list or contact the OVMA to request one.
How many booth spaces are available?
The MVC has more than 250 vendor spaces that can be arranged as in-line or island booths in various sizes.
How can I check for available booth spaces?
More information will be posted in June.
Where is the MVC Exhibit Hall located?
The Exhibit Hall takes place in Hall C of the Greater Columbus Convention Center, 400 N. High St. in Columbus. For more information on the location, visit the Greater Columbus Convention Center website.
How do I contact the MVC show decorator?
MVC show decorator, George E. Fern, can be reached at either 614-253-1500 or online.
How do I order electricity or internet for my booth?
Before the Conference, contact the Greater Columbus Convention Center. At the Conference, locate the Convention Center representative in aisle 800 next to the Exhibitor Service Center.
Am I able to ship materials directly to the Exhibit Hall?
Yes. Materials can be mailed to the following address:
Midwest Veterinary Conference
(Company Name, Booth Number)
Greater Columbus Convention Center - Hall C
400 N. High St.
Columbus, OH 43215
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Setup & Move Out
How do I order electricity or internet for my booth?
Locate the Convention Center representative in aisle 800 next to the Exhibitor Service Center.
What are the setup and move-out hours?
This information will be posted in June.
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Lead Retrieval
Is Lead Retrieval included in the cost of booth rental?
Lead Retrieval in not included in the cost of booth.
Who is the Lead Retrieval provider for the 2013 Midwest Veterinary Conference?
Convention Strategy Group is the MVC's lead retrieval provider. For information, please contact Robert Davis at robert.davis@cstrategy.com or 913.538.7126.
Where do I pick up my lead retrieval equipment?
At the Lead Retrieval desk located in the registration area of the Hall C.
Who do I contact if I am having difficulty with my lead retrieval equipment?
A representative will be stationed at the Lead Retrieval desk in the registration area of Hall C to assist you with any challenges you might experience with the equipment.
Who do I contact when I need to upload any leads?
A representative can upload your leads at any time during show hours at the Lead Retrieval desk. You will then have immediate access to your leads online.
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